Executive Management Assistant

Pleased to meet you, we are Galapagos headquartered in Belgium and with a majority of executives in the U.S. (Chicago and San Francisco) and senior leaders and teams in Europe, currently evaluating strategic alternatives for the cell therapy business, and with a mission to deploy our capital to secure transformative, late-stage assets primarily in immunology and oncology.

Scope of the job

We are looking for a proactive and hands-on Executive Management Assistant to support a small team of executive leaders in managing day-to-day activities and ensuring the efficient operation of our new Chicago office. Our ideal candidate is organized, resourceful, and thrives in a fast-paced, dynamic biotech environment. A strong affinity with business development (BD) is essential, as this role involves cross-regional coordination and supporting high-stakes interactions.

Your role

• Provide high-quality administrative support, including calendar management, meeting scheduling, and logistical coordination.
• Assist with complex scheduling tasks involving stakeholders across multiple time zones and geographies.
• Prepare, format, and distribute presentations, reports, and briefing materials on behalf of executive leadership.
• Support office management tasks such as ordering supplies, coordinating services, and maintaining a functional and professional workspace.
• Help prepare materials for meetings, team off-sites, and strategic sessions.
• Coordinate special projects and operational tasks to support company growth and strategic goals.
• Uphold confidentiality and demonstrate sound judgment when managing sensitive information.

Who are you?

• Bachelor's degree in business administration, life sciences, or related field is preferred.
• Proven experience in executive or administrative support, ideally in the biotech or pharmaceutical industry.
• Demonstrated experience or interest in business development operations, including scheduling complex international meetings and working in a client- or partner-facing context.
• Strong proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and familiarity with relevant software applications such as SAP, Concur and SuccessFactors.
• Highly organized with exceptional attention to detail and the ability to manage multiple priorities under tight deadlines.
• Strong written and verbal communication skills, with a professional and diplomatic demeanor.
• Self-starter with the ability to work independently and as a collaborative member of a small team.
• Comfortable with both high-level administrative work and hands-on operational tasks.
• Discrete, trustworthy, and capable of handling confidential and sensitive information with the utmost care.
• Familiarity with biotech or pharma industry terminology and dynamics is a plus.

What’s in it for you?

At Galapagos, we prioritize your continuous growth and development, fostering a culture of empowerment. Our employees are the driving force behind our mission to lead in pharmaceutical research and innovation.

We offer a competitive compensation package and a supportive work environment with strong focus on your health and well-being. Join us in our journey towards sustainability, as we strive to make a lasting impact on both the industry and the planet.

Base compensation for this position ranges from $110,250 to $183,750. Actual base compensation will be determined based on a variety of factors including experience, qualifications, job-related knowledge, demonstrated skills and geographic location. The company reserves the right to modify base salary ranges at any time.

In addition, this position is eligible for participation in both Galapagos’ performance bonus plan and long-term incentive program. We offer comprehensive and generous benefits and programs to help our colleagues lead healthy lives and to support important moments in life.

We are Galapagos: together we can make it happen…!